Mapping: Pre-fill Products/Services for Sub-items

Heidi
  • Updated

With Glances, you send data from monday to QuickBooks, such as creating QuickBooks invoices, estimates, customers, and sub-customers. We call these Actions.

See All QuickBooks Actions

These Actions are available by default in any Professional level plan. 

When you create a QuickBooks invoice or estimate using Glances, you can have it automatically pull in your products and services from monday, so you're not retyping the same information every time. We call this pre-filling data. You can pre-fill data from monday columns into these Actions to reduce manual data entry, remove human error, and work more consistently across teams and departments. You do this through a process called mapping, where you tell Glances which monday column should fill which QuickBooks field. For basic pre-fill information, such as name, address, or dates, mapping is fairly straight-forward. We recommend viewing our support article for assistance walking through those steps.

When your invoice or estimate needs multiple line items (one for each product or service) you'll use a special tool called an Iterator. It sounds technical, but it just means Glances will look at each of your sub-items one at a time and turn each one into a line on your invoice. Don't worry, you do not need to be a coder to get this right. Our in-Action editor will walk you through setting up the mapping to ensure your products and services pull through correctly. (If you get stuck along the way, please reach out to support@glances.com or schedule an onboarding call.)

By default, Glances will pull in sub-items as products/services and add the Description of the sub-item as the description of the product or service. This can be customized and updated to fit your flow.

This setup is for you if:

  • You use monday sub-items to list out the products or services for each project
  • Those sub-items include details like product/service name, quantity, and price

Before You Begin

  • You'll need a Glances Professional plan (Actions are included at this tier.)
  • Your monday board should already have sub-items set up under your main items, with columns for things like quantity, price, and product name
  • QuickBooks should already be connected to Glances

Step-by-Step Setup

  1. Open Glances and navigate to the Action (estimate or invoice) you want to map.
  2. Click the Configure field mappings gear icon in the top-right corner of the Action. edit.png
  3. Click + Iterator. (Think of the Iterator as a helper that goes through your sub-items one by one and adds each one as a line item on your invoice or estimate.)
     iterator.png
    Note: If you click Show Defaults, you'll see how we've set up the mapping to work out of the box. For example, we'll add the sub-item name to the QuickBooks description field. If that works for you, you may not need to change much. Any mappings to add will override these defaults.)
  4. Add the Source and Set for the iterator.
    Source: external.monday.subitems (which tells Glances to look at your monday sub-items) 
    Set: lineItems (which tells Glances to use the source data as the invoice line items)plusiterator.png

  5. Click Add Line Item Mappings. You'll do this once for each piece of information you want to pull in For example, once for product name, once for quantity, once for price. Each mapping has 3 fields: SET, LOOKUP, and DEFAULT. 

    SET: The SET field will tell Glances what QuickBooks field to fill. For example, in the screenshot above, the Description, SalesItemLineDetail.Qty, SalesItemLineDetail.UnitPrice are all QuickBooks invoice fields.
    LOOKUP: The LOOKUP field will tell Glances which column in monday holds the data. For example, in the above screenshot the LOOKUP for our Descriptions is pulling from the sub-item name. Because Glances will display the data it sees for the sub-item (such as Contractor Work above), you'll want to select the LOOKUP that most closely resembles the data you're expecting for that field.
    DEFAULT: This field will tell Glances what to use if monday has no data. For example, if there is no data in the LOOKUP column, what should be used instead (as a backup)? If you don't have a predetermined default, you can leave it empty.

  6. Fill in the SET, LOOKUP, and/or DEFAULT fields for each field that should be pulled from the sub-item. Here's an example. For invoice item description, pull in the sub-item name. For the quantity, pull in the number from the Manual Quantity column.iteratorsample.png
    The most common fields used in QuickBooks invoices and estimates (these go under the SET column) are:

    What It Is SET Field Name
    Product or service name (Note: The column values in monday need to match exactly the products/services names in QuickBooks.) SalesItemLineDetail.ItemRef
    Line item description Description
    Quantity SalesItemLineDetail.Qty
    Unit price / rate SalesItemLineDetail.UnitPrice
    Total amount (if not using qty × rate) Amount
    Tax code SalesItemLineDetail.TaxCodeRef
    Service date (date work was performed) SalesItemLineDetail.ServiceDate
    Discount (percent-based) DiscountLineDetail.DiscountPercent
  7. Repeat + Add Line Item Mapping until all required QuickBooks line fields (product/service, description, quantity, rate/amount, tax, etc.) are connected to the correct monday sub-item columns.

Once your line items are mapped, scroll down to fill in any other invoice fields (like the customer name, invoice date, or due date) using the standard mapping process. These fields sit outside the iterator and work the same way as basic pre-fill mapping.

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